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Office Administrator

2 weeks ago

Riyadh, Ar Riyāḑ, Saudi Arabia IFS Full time
Company Description

IFS is a billion-dollar revenue company with 7000+ employees on all continents. Our leading AI technology is the backbone of our award-winning enterprise software solutions, enabling our customers to be their best when it really matters–at the Moment of Service. Our commitment to internal AI adoption has allowed us to stay at the forefront of technological advancements, ensuring our colleagues can unlock their creativity and productivity, and our solutions are always cutting-edge.

At IFS, we're flexible, we're innovative, and we're focused not only on how we can engage with our customers but on how we can make a real change and have a worldwide impact. We help solve some of society's greatest challenges, fostering a better future through our agility, collaboration, and trust.

We celebrate diversity and understand our responsibility to reflect the diverse world we work in. We are committed to promoting an inclusive workforce that fully represents the many different cultures, backgrounds, and viewpoints of our customers, our partners, and our communities. As a truly international company serving people from around the globe, we realize that our success is tantamount to the respect we have for those different points of view.

By joining our team, you will have the opportunity to be part of a global, diverse environment; you will be joining a winning team with a commitment to sustainability; and a company where we get things done so that you can make a positive impact on the world.

We're looking for innovative and original thinkers to work in an environment where you can #MakeYourMoment so that we can help others make theirs. With the power of our AI-driven solutions, we empower our team to change the status quo and make a real difference.

If you want to change the status quo, we'll help you make your moment. Join Team Purple. Join IFS.

Job Description

You will be supporting our office administration as well as senior leaders based in Riyadh with various administration tasks.

In this role, you are the first point of contact with an overview and control of all activities and tasks impacting the stakeholders you support. A thorough hands-on administrative, practical and coordinating role to ensure daily activities run as uninterrupted as possible.

The role includes:

  • Take care of the Riyadh office including but not limited to liaising with the facilities teams internally and being the point of contact for vendors (landlord, cleaning, security)
  • Support the offshore IT department based in Sri Lanka with local IT arrangements including but not limited to the issuing of equipment locally, engaging with external IT companies for technical assistance and ensuring appropriate equipment is ordered and well maintained
  • Ensure staff have the correct security arrangements for access to the office
  • Assist HR with onboarding and offboarding – deployment and collection of equipment, visa processing and premises access  
  • Fire Warden for the office
  • Support with the coordination of social and volunteering activities for employees
  • Welcome and support overseas visitors
  • Take charge of and be accountable for travel arrangements for leadership team members to be booked via our travel portal ; flights and other types of transport, hotels, dinner-arrangements etc.
  • Travel is sometimes complex and may include other leaders attending all or part of the journey. You may be asked to accommodate to the needs of these leaders.
  • Visa-applications and other travel documents needed will be your responsibility to obtain.
  • Ensure all reimbursements (travel and others) are managed according to internal policies and rules.
  • Responsible for minutes from meetings, including follow up actions in agreement
  • Some tasks and assignments for internal communication in cooperation with Marketing, HR and other relevant functions

To be successful in this role, you are a person who;

  • Takes initiative with minimal supervision and is comfortable with dealing with changes and uncertainty
  • Is dedicated to the quality and accuracy of projects from inception to completion
  • Reliable, trustworthy and able to always maintain confidentiality
  • Can manage a heavy workload with strict deadlines
  • Excellent organization skills with the ability to prioritize, multi-task and co-ordinate workloads and work under pressure to meet deadlines
  • Excellent time-management skills
  • Flexible and willing to take on ad-hoc tasks
  • Give exceptional service, always solution-oriented, regardless of the situation that may occur.
  • Proactive in your approach  - always one step ahead in your planning.
  • You are self-sufficient, calm and patient under pressure
  • You are comfortable working outside of office hours if and when needed.
Additional Information

To be successful you will

  • Have worked in a similar role, in the software/technology industry an advantage
  • Have excellent written and verbal communication skills in English and Arabic would be an advantage
  • Excellent skills in MS Office, particularly Outlook